Budget Tables and Gantt Charts

The Project Budget Table shows whether the team has realistically planned costs for this year’s project and that it has received sufficient funding, including a credible plan for raising remaining funds required, i.e., if the budget projects a bottom-line deficit, that is a problem. The budget must be presented as a table (not a graph, and not a pie chart) that includes project income and expenses. An example is shown further below. Different table layouts and formatting are possible, but it must include the following information:

Income

• Income Sources and Amounts — As of the reporting date, who has provided funding and how much? Itemization might include university organizations & corporate sponsors; fundraising activities; cash on hand.

• Total Income Received to Date — Sum of amounts received.

• Anticipated Income Sources and Amounts — If the project currently has a deficit, who or what activities will provide the remaining funds required & how much is anticipated?

• Total Additional Income Anticipated — Sum of amounts anticipated

• TOTAL INCOME — “Total Income Received to Date” plus “Total Additional Income Anticipated”

Expenses

• Expense Categories and Amounts — Project’s overall “spending budget” for this year. How will funds be used and how much is required?

  • The project budget tables provided for the PDR and SAR milestones should identify major expense categories required by your team during the year that may not be required for the final Rover Expense Report. This may include the cost of prototypes, excess materials, outreach events, and potential travel to the URC Finals.

  • The project budget tables provided for the PDR and SAR milestones should include an appropriate level of detail to convince judges that a proper budget plan exists.

• TOTAL EXPENSES — Sum of expense amounts

• FORECAST FUNDING SURPLUS (DEFICIT) — “Total Income” minus “Total Expenses”

Final Financial Report

• The final Financial Report submitted later in the year should only cover the rover value as specified in the rules.

• The value of any sponsorship that is represented by a covered rover component must appear in the Financial Report. This includes identifying the value of a donated part, as well as the value of any services rendered on a part. For example, if a local machine shop provides free machining services on a rover system, you must receive a quote for the full value of those services and include this in your rover's cost.

• Please read the applicable sections of the rules and Q&A carefully, as they may change slightly each year!

Sample PDR/SAR Budget Table

(The same format should be used for both the PDR and SAR)

Final Rover Expense Report

• The final Rover Expense Report submitted later in the year should only cover the rover value as specified in the rules.

• The value of any sponsorship that is represented by a covered rover component must appear in the Rover Expense Report. This includes identifying the value of a donated part, as well as the value of any services rendered on a part. For example, if a local machine shop provides free machining services on a rover system, you must receive a quote for the full value of those services and include this in your rover's cost.

• Please read the applicable sections of the rules and Q&A carefully, as they may change slightly each year!